Triage in the Digital Age, by Mary Beth Weber and Gracemary Smulewitz


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Triage in the Digital Age, by Mary Beth Weber and Gracemary Smulewitz

  1. 1. Triage in the Digital Age 2011 Charleston Conference Mary Beth Weber and Gracemary Smulewitz
  2. 2. Rutgers University <ul><li>3 geographically separate campuses: New Brunswick, Newark, Camden </li></ul><ul><li>More than 58,000 students from all 50 states and over 125 countries </li></ul><ul><li>43,380 undergraduates; 14,800 graduate students </li></ul><ul><li>7,021 full- and part-time faculty across all campuses </li></ul><ul><li>6,862 full- and part-time staff members across all campuses </li></ul><ul><li>28 schools and colleges, including New Jersey’s only pharmacy school </li></ul><ul><li>More than 100 undergraduate majors </li></ul><ul><li>More than 180 graduate programs </li></ul>
  3. 3. Libraries’ Collection and the University’s Needs <ul><li>Collection includes: </li></ul><ul><li>over 300 indexes and databases </li></ul><ul><li>84,000 e-journals </li></ul><ul><li>240,000 e-books </li></ul><ul><li>17 e-book packages </li></ul><ul><li>Purchased e-resources and several thousand electronic government publications </li></ul><ul><li>Growing distance education program: 25% growth in courses and a 39% growth in enrollment since 2008. Resulted in a significant growth of e-resources in our collection. </li></ul>
  4. 4. Technical and Automated Services <ul><li>4 departments under the umbrella of Technical and Automated Services: </li></ul><ul><li>Central Technical Services- Acquisitions (with the exception of serials, electronic resources, packages); cataloging; digital projects; database maintenance </li></ul><ul><li>Distributed Technical Services- Acquisition of serials, electronic resources, packages; contract negotiation and licensing; holdings maintenance; database maintenance. </li></ul><ul><li>Integrated Information Systems- Software/hardware acquisitions and support </li></ul><ul><li>Scholarly Communication Center- Development and integration of scholarly/scientific/educational information into the mainstream through a wide range of innovative digital services </li></ul>
  5. 5. Technical and Automated Services (continued) <ul><li>All departments report to the Associate University Librarian for Digital Library Systems </li></ul><ul><li>Consultative environment. Teams formed to meet various needs and draw on our collective expertise. </li></ul><ul><li>All departments are involved with triage in some way; some more extensively than others. </li></ul>
  6. 6. Challenges <ul><li>Staff shortages and budget cuts </li></ul><ul><li>Demands for emerging (and future) needs compete with existing responsibilities. </li></ul><ul><li>Standards (MODS, RDA, our repository architecture and locally developed metadata , etc.) still in development </li></ul><ul><li>E-resources have special considerations that differ from a print workflow, such as restrictions for print/download , perpetual access and archiving considerations, contract negotiation and renegotiation, limitation on the number of users or how long they use a resource. </li></ul><ul><li>Lack of established business model for selecting, acquiring and making available various types of electronic resources </li></ul><ul><li>No consistency in how vendors handle the sale of electronic resources, hosting/platforms. </li></ul>
  7. 7. Meeting the Challenge <ul><li>Teams formed to meet different needs (serials, e-books, streaming media). </li></ul><ul><li>Serials Team was first and later teams follow the successful model established by this team. </li></ul><ul><li>Teams help RUL to select, acquire, and make available electronic resources </li></ul><ul><li>Resources acquired and made available: e-journals, e-books (single titles and packages), records sets, databases, packages </li></ul><ul><li>Outreach to selectors to shepard them through the process. Determine vendors, pricing, rights, etc. </li></ul><ul><li>Negotiate with vendors. We have input into the process and can shape future deals with vendors for acquiring and preserving electronic resources. </li></ul>
  8. 8. Meeting the Challenge (continued) <ul><li>All teams have a listserv to receive queries and to provide responses. A lot of behind the scenes operations which appear seamless to our selectors. </li></ul><ul><li>Selectors on all three campuses are subscribed to the listservs. </li></ul><ul><li>Guaranteed response to selectors regardless of circumstances. </li></ul><ul><li>Excellent way to disseminate information. </li></ul>
  9. 9. Triage Process <ul><li>Begins when a selector submits a request to purchase a resource or has a question about an existing resource or service. </li></ul><ul><li>Selectors submit requests by using an online form on the RUL website or by emailing the appropriate team </li></ul><ul><li>Triage begins at this point. Team members begin the process of determining vendor and pricing, duplication detection, cataloging treatment, and when to announce the availability of a resource. </li></ul><ul><li>Team members are in touch with selectors during the process and provide information such as price estimates, when we can make a resource available, etc. </li></ul>
  10. 10. Acquisition Processes <ul><li>Teams determine who will acquire the resource. This is determined by various factors, including type of resource. </li></ul><ul><li>Teams will determine who needs to be involved and plan for all phases in the process, from beginning to end. </li></ul>
  11. 11. Selection Processes <ul><li>Vendor selection and outreach take place </li></ul><ul><li>Pricing/discounts negotiated </li></ul><ul><li>Add new resources to existing platforms when possible </li></ul><ul><li>Determine if URLs will be limited to our existing vendor platforms or if dual access is available </li></ul><ul><li>Materials selected include e-journals, e-books, databases, record sets, packages </li></ul>
  12. 12. Cataloging Processes <ul><li>Who will catalog a given resource is determined. This may include processing and loading vendor supplied record sets. </li></ul><ul><li>Not always readily apparent who will catalog a resource; consultation may be involved. </li></ul><ul><li>Merged format records are used when we hold a title in print and electronic but aren’t appropriate for all situations </li></ul><ul><li>Vendor supplied cataloging sometimes taken “as is” for large resources sets. </li></ul><ul><li>Don’t load merged format records or vendor supplied record sets to OCLC. </li></ul>
  13. 13. Announcing Availability <ul><li>Libraries have a feature “This Just in…New stuff in the libraries” that includes electronic resources. </li></ul><ul><li>Webmaster sends out an email blast to the rul_everyone listserv </li></ul><ul><li>Team members inform selector groups </li></ul><ul><li>Selectors share this information with their respective departments. </li></ul>
  14. 14. Emerging Issues <ul><li>No current best practices in the profession for cataloging </li></ul><ul><li>e-resources. How we choose to catalog them may be confusing </li></ul><ul><li>to both our public services librarians and patrons. Remote </li></ul><ul><li>patrons are an additional consideration. </li></ul><ul><li>New workflows may provide convenience in access but mean </li></ul><ul><li>a more complicated workflow for us. </li></ul><ul><li>Research data our next big issue. </li></ul>
  15. 15. Conclusion <ul><li>The challenge of acquiring and enabling access to electronic resources takes a large number of people splintered between four departments and a lot of coordination. </li></ul><ul><li>The process isn’t over when cataloging is provided and the resources are announced. Unlike print or other analog resources, e-resources require ongoing monitoring and oversight. </li></ul><ul><li>Some new challenges we may face are what to do when we no longer want an e-book, how to handle multiple platforms….. </li></ul>